Dictation Workflow Implementation Tips

January 6, 2017

Is your organization planning a digital dictation workflow project in the foreseeable future?

Here are some helpful points to consider to make sure your project is successful

1. Preparedness

Make sure you are fully involving your IT group in this project. The majority of IT support has never utilized a dictation device and may not fully understand its role in your organization. Nevertheless, today's dictation software applications are layered over your data network and IT plays the critical role in this process.

2. Know your audience

All of us appreciate a well thought out and concise training program. To fully prepare it is best to identify your potential champions. It is also important to plan for your challenging users. Ideally your training is scheduled so that your users can immediately start using their new technology.

3. ROI

Do not let your implementation and training team lose sight of the return on investment. The ROI is usually why your project received approval in the first place. Insure your users will derive the benefits of the new technology. Help make this a reality by making your team aware of the benefits too.
Remember the features and benefits while training

4. Speech Recognition

Are your users adding Speech Rec on mobile devices? Tablets? Or possibly the management team is interested in adjusting ratios or minimizing outsourcing of transcription by using Speech Rec?
Plan on extra time with your end users when it comes time to train on Speech Recognition.
Even if it is simply a user concentrating on speech recognition for email replies, we suggest you dedicate an hour of time to make this user proficient. They will probably thank you later.

5. Potential Pitfalls

Is your environment using Citrix or terminal services?
Testing your devices in this environment is very important prior to committing to an implementation or training schedule.
If you have 20+ users of speech recognition sharing a server, have you considered load balancing?
Dictating and uploading audio files from home? Make sure you pre-plan and test. Firewalls and IT policies should be known and planned for. See #1 above..

 

6. What about mobile users?

 

Smartphones and tablets need to be part of your dictation workflow plan. However there are some important considerations. Does your dictation vendor support IOS, Android and BB devices? Are the files encrypted when sent? If they are passing through "the cloud" where precisely are they being routed to?

Is the cloud solution hosted in the U.S. and what compliance certificates have they earned?


7. Follow up after implementation and training

Ask your vendor what the recommendation is for circling back to your users that need a little extra attention. Remember people learn in different ways and your non techie users may require some extra time and a second training. Plan for this or possibly consider some custom web tools such as videos that users can refer to.

 

 

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